Edit a contract
Open a contract and click "Edit" to change its details and terms so they take effect straight away. Use "Edit" for corrections and updates to the record itself. When a change to the terms should take effect on a specific date, and the old terms must stay in history, use "Record Amendment" instead (see "Record a dated amendment instead" below).
Before you start
You need the Contracts Manager role to edit a contract. If you do not see the actions described here, ask your site administrator to check your module role. The Contracts roles and permissions guide lists what each role can do.
Every contract belongs to a site. A contract inherited from another site is read-only on your site: the page notes that it is inherited from the owning site, and "Edit" is not available. Delete is a separate action and appears only for Contracts Admin.
Edit a contract
You edit a contract from its detail page, which shows the current values of every field before you change anything.
Go to Contracts and open the contract from the register. The Contract Details page opens.
Click "Edit" in the page actions. The "Edit Contract" form opens with the contract's current values filled in.
Change the fields you need.
Click "Save Changes".
The form closes and you return to the Contract Details page with the updated values.
Fields you can change
The "Edit Contract" form covers every contract field, grouped as follows:
Identity and classification: "Title", "Owner", "Type", "Category", "Tags", "Contract Number", "Reference", and "Account Number"
Dates and renewal: "Auto-Renews", "Start Date", "Expiry Date", "Term", "Notice Period", and "Renewal Frequency"
Commercial value: "Has a Value", "Money Direction", "Amount", "Currency", and "Payment Frequency"
"Notes"
Some fields appear conditionally:
"Expiry Date" appears only when "Auto-Renews" is off. Turning "Auto-Renews" on clears the expiry date.
"Money Direction", "Amount", and "Payment Frequency" appear only when "Has a Value" is on.
Details fields for "Renewal Frequency" and "Payment Frequency" appear only when the frequency is set to Other.
"Share with Child Sites" appears only when your site has child sites.
What the Details section shows
The Details section of the Contract Details page lists the contract's current values: the status badge, "Owner", "Category", "Type", "Contract Number", "Reference", "Account Number", "Start Date", "Expiry Date" (or "No fixed expiry"), "Auto-Renews" shown as "Yes" or "No", "Term", "Notice Period", "Renewal Frequency", "Money Direction", "Amount", "Payment Frequency", "Tags", and "Notes". Fields with no value are not shown.
Saving rules
The form validates your changes when you save:
A title and an owner are required.
An expiry date is required for fixed-term contracts and must be on or after the start date.
The expiry date must be absent when the contract auto-renews.
If your change moves the term end, the form warns you that the previous renewal decision moves into history and the new term is set to Undecided.
Record a dated amendment instead
Use "Record Amendment" when a change to the terms should take effect on a specific date and the previous terms must stay in history. Amendments cannot change "Type", "Title", "Contract Number", "Reference", or "Account Number": use "Edit" for those.
Open the contract from the Contracts register.
Click "Record Amendment" in the page actions. The "Record Amendment" form opens, with the description "Describe the amendment and change any terms it affects. Future changes apply from their effective date."
Enter the "Effective Date" and a "Description". Both are required.
Optionally attach evidence files for the amendment.
Change the terms the amendment affects.
Click "Record Amendment".
If the effective date is today or earlier, the amendment applies immediately. If it is in the future, the amendment is saved and scheduled, and the current terms stay in force until that date. Amendments are applied in effective-date order, so a later amendment accounts for the ones before it.
Each amendment keeps the previous values of the changed fields in history. The Amendments card on the Contract Details page lists amendments newest first, so you can see how the terms changed and when.
When the contract reaches the end of its term rather than being changed mid-term, follow the steps in Renew or replace a contract.